ROPLEY PARISH COUNCIL Tuesday 11 th December 2018 at 7.30pm in Ropley Parish Hall MINUTES Those in attendance: Cllr G. Brown (GB) Chair, Derrick Speed (DS) Vice Chair, J Culverwell (JC), G. Stogdon, D. Fielding, S. Perkins (SP), T. Day (TD), J. Nops (JN), J. Parsonson (JP), District Cllr C. Louisson (CL) & Becky French (BF) Clerk to the Parish Council. 1 Apologies for absence No apologies were given. 2 Declaration of Interest in respect of matters to be discussed. No interests were declared. 3 Minutes of the Ordinary Parish Council meeting held on 6 th November 2018 - to approve the minutes as a true record. It was unanimously resolved that the Minutes of Ordinary meeting held on 6 th November 2018 be accepted as an accurate record and were duly signed by the Chairman. 4 Matters arising from the minutes - Dedicated Councillor email address- update. Cost per email address will be 3 per email address, per month with a suggested email format of sperkins@ropley.org JN, SP, GB, GS, JP all expressed interest in having a dedicated Parish Council email address- Clerk to action. 5 Public participation in accordance with Standing Orders s3 (d k) - The current planning application to change of use from mixed use (retail, office and garage) to B1 Business (office use) [amended description] of Searle and Taylor House. The application is for 55 employees who are likely to require the use of 35 car-parking spaces daily. There was concern that additional parking would be sort in the areas of Darvil Road and the planning application has accounted for using disused spaces at the old Dene Stores building, which are designated as Highway s land. Additional parking at Darvil Road is a particular concern, as it is too narrow to allow parking in some sections and needs to accommodate larger utility vehicles. Yellow lines would be useful in the narrow part, but Police won t be able to enforce the yellow lines. Residents were encouraged to voice their concerns by writing to East Hampshire District Council through the planning process. Parish Council will object to the planning application on the grounds of parking. - East Hampshire District Council s call for suitable development sites for the new Local Plan has received a nominated site for 56 houses along Darvil Road and Colebrook Fields.
Councillor Lousisson confirmed the nomination and explained the current consultation process for the new Local Plan, which aims to cover development across the district during 2028-2036. The Local Plan public consultation will take place on 5 th February 2019 and will be open for 6 weeks. The new National Planning Policy Framework allows councils to phase development through the 2028-2036 period. There will be a second consultation on the revised plan based on the consultation and feedback is due in July/June 2019. This feedback will form the final draft. The final examination will be late in 2019 with adoption expected in 2020. Residents can make representations on the consultations and there will be public reviews throughout the process. - The status of the safety netting was raised. The current situation is that East Hampshire refused our non-material amendment application for the safety netting. We wrote to East Hampshire District Council to request a site meeting, in order to find a way to resolve the issues. They have responded and indicated that a site visit was not required and we have been advised that we will need to submit a further planning application against condition 3, that provides an updated drawings and a report from external expert. DF has looked at the form an will complete it as soon as possible. - Concern was raised that the Parish Council seem to be tiring of the safety netting project. Chairman Brown confirmed that the frustration comes from the inability to close the application/ project. The Parish Council has spent 2 years and a considerable amount of Parish funds to resolve this issue and at present we are no closer to finalising the project. It is hoped that this next planning application will be successful and we can move on with the project. - JN put out a request for drivers of 4-wheel drive vehicles to be available to health professionals driving to their appointments over any snowy period. If you do have such a vehicle and could be available to contact please provide the Clerk (clerk@ropleypc.org ) with your details and these will be passed over the Councillor Nops. - It was reported that some broadband Call Flow customers have had their router hacked. All residents with the broadband provider Call Flow need to change their passwords to their routers. Most passwords remain the same from when first installed and these are easily hacked. Advice is to change all passwords to your account/router. - The Trustees for the Coffee Room have raised the potential of selling off the facility, as it is not widely used. They have looked at the potential of changing the building use to accommodate different activities but the Trust feels that the cost of converting the building would be large and difficult to raise. The property behind the Coffee Room, Meadowside House is being sold and the Trust wondered if there was a potential it could sell to the new owners. - Councillors felt that given the facility is a community facility and that this decision should go out for public consultation and needs to explore all the options available. Any funds raised from the sale of the building is likely to go to the Diocese. GB to communicate the Parish Councils thoughts. CL raised the current National Park consultation from DEFRA, which provides the opportunity for Ropley to seek inclusion in the South Down National Park. There is both benefits and negatives involved with National Park status. There would be protection of planning, but it is a huge geographic area and as an organisation they can be a little remote. Councillors queried how being part of the National Park might affect Ropley s emerging Neighbourhood Plan. It was confirmed that the Neighbourhood Plan would need to be reviewed against the South Down National Park s Local Plan, but the Neighbourhood Plan would require regular reviews independent of whether Ropley were in the National Park. Councillors were concerned that if Ropley were included the Parish would sit on the outskirts
of the National Park and could be forced to take a larger share of the housing allocation for the South Downs National Park. If Ropley were included most services will remain under East Hampshire District Council, with planning being covered by the National Park. From the recent village consultation held 80/85% were in favour. Should Ropley make a submission to the consultation in favour of expressing an interest in inclusion with the National Park? Due to the time constraints available we have run a relatively small consultation, which has received a low response and this type of decision needed further discussion. It was felt that this consultation provides an opportunity to explore the idea of National Park inclusion and does not commit Ropley to National Park inclusion. Any further exploration would need to be discussed and a wider consultation sought. DS proposed that the Parish Council make an application to be included in the South Downs National Park. An emergency motion was proposed to allow CL & DF to make a submission to the DEFRA consultation in supporting Ropley s interest in being included within the National Park. DS proposed, SP seconded and a majority in favour. 2 Councillors were opposed. - A resident at Colebrook Fields has raised the issue of the access of Footpath 2. It was reported that the stile on Footpath 2 had not been fixed. JP has left a message for the landowner again and asked them to repair it. We await the response. The section of Footpath 2 from Colebrook Field to A31 has also not been cleared. TD agreed to clear the path when he has time, but this is not a permanent solution. It is not the Parish Council s responsibly to clear this section of path, as it is privately owned and is the onwner s responsibly. It is believed that the owner of this path would be the developer of the houses built in this area in 1980 s. Clerk has checked with Hampshire County Council and they do not hold the records for this piece of land. A Land Registry search may name those in ownership, but finding the person and asking them to maintain the path would be difficult. The Clerk has suggested that the close form a working party to maintain this small section of path, but the response from the resident was This however is a little unreasonable as owners are either Seniors or in full time work. Also, as you have advised, it is the responsibility of the landowner. Councillors have suggested that if the current owner can t be found and there is a need to clear the path, the residents of Colebrook Fields should come together to find a solution. This could either be by forming a working party or by employing a professional on behalf of the close to maintain it. 6 Police- update. This item was moved up the agenda. - The HSBC cash point was targeted and had a substantial amount of cash stolen. 3 people have been arrested and we wait and see the outcome. - Quad bikes are now being targeted. Th public are encouraged to make sure any vehicles are out of sight and secure. - With regards to the worries of parking at Darvil Road and the use of yellow lines. Four Marks School have used yellow lines to prevent parking and they use a company called Park Safe to patrol the usage. 7 Asset Register Motion: to approve the Asset Register Proposed by SP, seconded by GS and all in favour.
8 Recreation ground DF/GS - Ropley Tennis Club Agreement amendment The amendment to the Tennis Club contract to include the new MUGA facility has been finalised and DF & GS are happy with the contents. It has now been signed by the Tennis Club and is with the Clerk awaiting her signature for verification of the agreement. The amendment will be subsumed into the new contract, which is due for renewal next year. - A parishioner has raised the issue of the poor state of repair of the fencing and gates around the Recreation Ground. DF has organised a site visit on 21.12.18 with a contractor and will work on producing a plan and quote for the repairs which will be brought to the January Parish Council meeting. - The play park inspection was completed and a few minor issues were raised for further attention, such rotting wood and moss on tables. DF to action these items. 8 Defibrillator update JN - The Clerk received 500.00 from Ropley Fayre Committee towards the defibrillator unit. The Council expressed thanks for the donation. - Training to learn how to use the machine is scheduled for 9 th January 7pm at the village hall. 9 Neighbourhood Plan- Update SP - The Neighbourhood Plan and subsequent data was submitted to East Hampshire District Council on 30.11.18. - The consultation will be run by East Hampshire District Council and is due to commence on Friday 14 th December. - As part of the process, we are given the option of selecting one of two Examiners; Mr A. Ashcroft and Mr C. Lockhart, who will examine the Plan once it has ben through the Reg 16 consultation. Having reviewed the Inspectors put forward, it was decided that Mr C. Lockhart would be selected as our Examiner. 10 Planning: I. Previous applications: decisions notified by EHDC and comments from PC 39102/002 PARISH: Ropley Victorina, 10 Parkstone Road, SO24 0EW Lawful development certificate proposed - for a single storey extension falling under permitted development WITHDRAWN Decision Date: 8 November, 2018 38373/011 PARISH: Ropley Harcombe House, Park Lane, SO24 0BE Lawful Development Certificate for proposed development - Construction of two single storey extensions. Extension to North elevation to form new bay window. Extension to East elevation and replacement of a window on North and South elevations with larger window. LAWFULNESS CERTIF - PROPOSED - PERMITTED Decision Date: 2 November, 2018 55567/008 PARISH: Ropley
Land West of Oak Leigh, Park Lane, Ropley, Alresford Detached dwelling REFUSAL Decision Date: 9 November, 2018 55567/009 PARISH: Ropley Land West of Oak Leigh, Park Lane, Ropley, Alresford Variation of condition 18 of 55567/005 to substitute drawings 18-RPL3-02 18-RPL3-03, 18-RPL3-04, 18-RPL3-01A, 18-RPL3-06A and 18-RPL3-05 with 18-RPL3-02 Rev B, 18-RPL3-06 Rev B and 18-RPL3-05 Rev A, 18- PLR-G3, 18-RPL3-01 Rev C PERMISSION Decision Date: 12 November, 2018 51992/011 PARISH: Ropley The Ramblers, Bighton Hill, SO24 9SQ Replacement dwelling with detached annexe and detached garage following demolition of existing dwelling (amended plans received 7 November 2018). PERMISSION Decision Date: 14 November, 2018 31642/010 PARISH: Ropley New Barn Farm, Park Lane, SO24 0BE Revised roof line to retained annexe - amendment to 31642/009 PERMISSION Decision Date: 15 November, 2018 55567/006 PARISH: Ropley Land West of Oak Leigh, Park Lane, Ropley, Alresford detached dwelling (amended drawings received 1 October 2018) PERMISSION Decision Date: 16 November, 2018 20209/011 PARISH: Ropley Ropley Lime Quarry, Soames Lane, SO24 0ER Outline planning application for residential development for up to 10 dwellings and associated works, including re-profiling of the quarry, landscaping, modification of vehicular access, internal access roads, surface and foul water drainage, ecological mitigation, and boundary treatments (All Matters Reserved)[Supplementary surface water drainage information received 23 January 2018 and ecological mitigation 30 July 2018 and 17 August 2018] REFUSAL Decision Date: 20 November, 2018 55567/007 PARISH: Ropley Land West of Oak Leigh, Park Lane, Ropley, Alresford Detached dwelling - plot 1 (amended drawings received 14/9/2018) PERMISSION Decision Date: 16 November, 2018 II. New applications: to be discussed:
Case no. Address: Description 27977/001 Ellore, Soames Lane, SO24 0ER Replacement dwelling with ancillary building and associated landscaping following demolition of existing dwelling 39102/004 Victorina, 10 Parkstone Road, SO24 0EW 57131/003 Smugglers Cottage, Smugglers Lane, Monkwood, Alresford, SO24 0HD 21594/023 Searle & Taylor House, The Dene, SO24 0BH 55567/011 Land West of Oak Leigh, Park Lane, Ropley, Alresford 58030 Tithe House, Petersfield Road, SO24 0EF 25464/014 Dene Self Service, The Dene, Ropley, Alresford, SO24 0BG 30024/011 Chequers Inn, Winchester Road, SO24 0BS 26671/001 Rose Bungalow, Kitwood Lane, Four Marks, Alton, SO24 0DB Same conditions. Lawful Development Certificate for Proposed Development - Single storey extension to side and rear Change of use of land to residential curtilage Change of Use from Sui Generis to B1 Business (Office Use) (FUL) Objection. Detached dwelling (FUL) Objection Prior notification for single storey development extending 4.5 metres beyond the rear wall of the original dwelling, incorporating an eaves height of 2.3 metres and a maximum height of 3.5 metres following demolition of existing conservatory (GPDE) Demolition of existing sales building and removal of existing canopy link. Construct new single storey sales building, gated timber fenced compound area with bins and plant units to side/rear of Sales Building (FUL) Redevelopment of site to provide nine dwellings (FUL) Lawful development certificate for proposed development - single storey side and rear extensions, loft conversion with dormer windows to
58057 Spindlewood, Soames Lane, SO24 0ER rear Lawful development certificate for a proposed development - Conservatory to rear No objection 10 Finance I. Payments paid electronically in line with item 9 (iii) of Ropley Parish Council minutes dated 5 th April 2016. 15.11.18 OCS Rec maintenance Period 8 492.31 15.11.18 OCS Rec maintenance Period 9 492.31 19.11.18 B. French Monthly salary Oct- Nov 588.64 10.12.18 The play inspection company Annual play area inspection 78.00 10.12.18 Affordable IT Monthly IT support 11.28 II. Payments to be authorised. No payments to be authorised. III. Pond tree cutting Motion: to authorise the Clerk to draw down 106/developer funds to cover the cost of these works for a maximum of 300.00 All in favour. We were recommended by Hampshire Wildlife to have some tree surgery carried out this winter to cut back overhanging branches and encourage the growth of marginal plants. An estimate for the works is approximately 200. Stephen Broadbent has gone out for a quote, but the Clerk is yet to hear back. Clerk requires authority to investigate the potential of using 106/developer contributions. If the request is received positively then the Clerk will bring the figures to Parish Council meeting for approval. IV. Budget 2019/20- for agreement. It was agreed to remove the VAT element within the income section as this produced double counting on the VAT element. Clerk Actioned. Motion: to accept the proposed budget for 2019/20 JP, GS and all in favour. V. HCC Parish & Town Council Investment Fund/ other HCC funds- discussion. Community based. This might be an opportunity for the village shop to apply for funds.
VI. Developer/106 & CIL funding- discussion Updated figures were welcomed by the Council, but there was still work needed to make this a useful document. Clerk to contact East Hampshire District Council to confirm queries on funds and to provide relevant dates for each fund. Clerk to action and bring to next meeting. 11 Report from District Councillor (CL) - The Local Plan is up for discussion at development policy department, once it is approved by full council it will be open for consultation for 6 weeks, until end of March. The Local Plan has updated policies that were in the joint Core Strategy between South Downs National Policy and East Hampshire District Council. East Hampshire District Council now have their own policies. Every council across the country has been given a standard formula to work out housing levels. East Hampshire District Council will need to provide 20 more dwellings per year over and above the 610 a year it has agreed to take in the previous plan and therefore doesn t represent a huge change for the District. East Hampshire District Council put out a call for development sites. 250 sites were submitted with 19/20 sites nominated in Ropley. There are several options to cover this allocation in Ropley. Warheads Yard could be suitable if built out in separate stages. This site could offer 3 different sites at different stages and with different purposes. - JP was contacted by a resident who was concerned by a proposal for a garden village of 800 houses in between Bentley and Alton. Councillor s felt that the source had perhaps misunderstood the term of Garden Village and that there were no such plans for this scale of development in this area. - On 5 th February there will be a drop-in session for the Local Plan at Ropley village hall. - An interim Chief Executive for East Hampshire District Council will be named shortly and they are interviewing this week for a permanent replacement. Clerk to put Local Plan on the agenda for January Parish Council. - There is no update on the safety netting at Orchard Gate. This must be addressed prior to occupation and it seems that someone has moved into one of the properties. CL to follow this up with East Hampshire District Council. 12 Police Report PC Nops See item 6. 13 Reports of Committees: I. Highways- DS confirmed that he is chasing the supplier of the new Speed Indicator Device for the additional equipment needed to install the device. He awaits the response. DS has supported Ropley School in their quest to have yellow markings outside the school. Nothing has been heard as yet. II. III. Footpaths- nothing to report. Communications it has been reported that local residents are now parking 4 cars at the village hall car-park. Councillors highlighted that they don t have the rights to park here and TD agreed to notify the residents that there are no rights to this parking. 14 I. Ropley Society - nothing to report. II. Friends of St. Peter's Church- JN reported that they recently held a successful cake stall, which raised money for the rebuild of the Church. III. HALC /EHALC talk on Health and wellbeing, asked to report people who we think are socially isolated EHDC. Youth conference on mental health.
IV. Parish Hall Management Committee. The container will arrive next week and volunteers have been secured to move the contents out of the existing facilities. 15 Correspondence up to 11 th December 2018 - Highways and Transport themed Town and Parish Council event to hear about some key issues affecting the highway network across Hampshire Wednesday 13 March 2019, 5.45pm 8:30pmAshburton Hall, Hampshire County Council, Elizabeth II Court, Winchester, SO23 8UD - A resident reported that the fencing and gates around the Recreation Ground are in a very poor state of repair. The resident asked for this to be addressed at the next available meeting. This matter was discussed under item 8, Recreation ground and will be actioned by DF. - The Clerk received correspondence concerning the accessibility of Footpath 2. This matter was discussed under item 5. Meeting ends 9.35pm